Cluster:Management

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Cluster:Management
Name Management

Roles In Cluster

  • Organize and lead the whole build-up
  • Coordinate duties, tasks and work with teardown, work closely together. Many tasks listed here hold for both roles.
  • Note: this role deals with a lot of people outside the community. Knowing Dutch is advisable.
  • Before build-up:
  1. Assess all terrain placements/layouts/decisions on feasibility for build-up.
  2. Communicate requirements, wishes and plannings regarding build-up with all teams. Both for the teams and from the teams.
  3. Structure all these requirements, elements, plans, etc… to produce a central overview for orga (and yourself) to have an overview of all things that need to be done during build-up.
  4. Create an overview of all suppliers with contact info, arrangements made, contracts.
  5. Create an overview of dependencies.
  6. Plan the build-up.(!)
  7. Identify buildup activities that might be dangerous to children/people on the grounds and provide safety measures
  8. Communicate the build-up plan. Make sure that all teams know what you expect from them and what they can expect from you.
  9. Discuss your plan with *owner* to manage expectations.
  10. Double check your plan and make sure you have everything that you think you need to improvise.
  • During build-up:
  1. Be on-site.
  2. Do a check-in of terrain with *owner*, list all issues, make arrangements if needed and have a written confirmation of everything with *owner*.
  3. Make sure you are in the loop of everything terrain related. You are in the lead! Coordinate!
  4. Execute and track the progress of your plan, improvise where needed.
  5. Deal with suppliers: talk to people delivering stuff, doing work for you, anything. If needed: make sure they do as they are told.
  6. Organize meetings to align all build-up activities (as many people will be working for you, orga and angels alike)
  7. Communicate information to teardown that is needed for teardown.
  • During event:
  1. Rest.
  • During tear-down:
  1. Assist tear-down where possible.
  • After tear-down:
  • Define the Code of Conduct
  • Mediate in case of breaches of the Code of Conduct
  • Around-the-clock first responder in cases where the social cohesion of the event is threatened
  • Advise crew (including security) on how to handle socially delicate situations
  • Provide a safe space for all people at the camp (orga and visitors)
  • Get people in need of (mental or social) support the proper support, e.g. on site doctor
  • Identify cases where the social cohesion of the orga could use improvement and act or advise on it

EMT

  • Handle escalated incidents
  • Escalate to external authorities
  • Decide on the course of action in case of calamities and incidents
  • Work with rest of orga to make families an integral part of the event
  • Coordinate child friendly activities and content
  • Organize Family Village
  • (Possibly) arrange for professional child care
  • Explore which permits are required for the event
  • Prepare all documentation required for requesting permits
  • Negotiate requirements with government authorities, when applicable
  • Add the metadata to policies, procedures, and lists of organizational responsibilities, that things are permit requirements, preferably with references to the specific parts of the respective permits
  • Kick-start van teams (?)
  • Establish an exhaustive registration of tasks and responsibilities (i.e. these lists!)
  • Delegate as many responsibilities as possible to roles/teams
  • Provide information, structure and meetings for people to join orga
  • Ensure healthy financial situation/boundaries
  • Maintain a good view of the large picture (be up-to-date about what happens in teams)
  • Ensure the essential large infrastructure for the event is prepared in time
  • Provide the means to, and make sure the teams are communicating essentials with each other
  • Coach teams that are having difficulties
  • Spot vacancies (non delegated responsibilities) and find people and/or solutions for them
  • Maintain contacts with major third parties, such as:
  1. venue owners/managers
  2. municipality and other governmental departments
  • Organize and lead the whole tear-down
  • Coordinate duties, tasks and work with build-up, work closely together. Many tasks listed here hold for both roles.
  • Note: this role deals with a lot of people outside the community. Knowing Dutch is advisable.
  • Before build-up:
  1. Assess all terrain placements/layouts/decisions on feasibility for tear-down
  2. Communicate requirements, wishes and plannings regarding tear-down with all teams. Both for the teams and from the teams.
  3. Structure all these requirements, elements, plans, etc… to produce a central overview for orga (and yourself) to have an overview of all things that need to be done during teardown.
  4. Create an overview of all suppliers with contact info, arrangements made, contracts.
  5. Create an overview of dependencies.
  6. Plan the tear-down.(!)
  7. Identify tear-down activities that might be dangerous to children/people on the grounds and provide safety measures
  8. Communicate the preliminary tear-down plan. Make sure that all teams know what you expect from them and what they can expect from you.
  9. Discuss your plan with *owner* to manage expectations.
  • During build-up:
  1. Assist build-up where possible.
  2. Keep track of information that you need for tear-down.
  • During event:
  1. Double check your plan with all teams and suppliers.
  2. Keep track of things that change during the event that affect the tear-down.
  3. Make sure you have everything that you think you need to improvise.
  4. Communicate the final tear-down plan. Make sure that all teams know what you expect from them and what they can expect from you.
  5. Discuss your plan with *owner* to manage expectations.
  6. Rest, sleep, charge up.
  • During tear-down:
  1. Be on-site.
  2. Make sure you are in the loop of everything terrain related. You are in the lead! Coordinate!
  3. Execute and track the progress of your plan, improvise where needed.
  4. Deal with suppliers: talk to people delivering stuff, doing work for you, anything. If needed: make sure they do as they are told.
  5. Organize meetings to align all tear-down activities (as many people will be working for you, orga and angels alike)
  6. Celebrate successes, motivate people tearing down.
  7. Final check whole terrain to make sure you think it is read for handover to *owner*
  8. Do handover of terrain with *owner* and have a confirmed list of all issues for and agreements with *owner*
  9. Aim to make this list as short as possible
  • After tear-down:
  1. Tie up loose ends.
  • Execute the legal responsibilities of Stichting IFCAT Foundation regarding finances (including taxes)
  • Establish an overall budget.
  • Instruct teams on how to file budget requests.
  • Triage budget requests from teams
  • Give advise regarding financial decisions.
  • Write procedures and policies, with example forms, for team expenses.
  • Reimburse volunteer expenses.
  • Manage the flow of virtual and real money at the event
  • Recruit volunteers
  • Optimize on-boarding experience
  • Match volunteers to tasks and shifts:
  1. Provide teams that have things that need doing with people to do it
  2. Provide people with spare time with things to do
  3. Try to optimize fun and efficiency by directing people towards tasks that fit their skills
  • Schedule volunteers and inform volunteers about what’s expected from them
  • Provide basic life necessities to volunteers that help out for more than just a few hours, e.g. food and drinks.
  • Express gratitude towards volunteers, e.g. by awarding goodies (t-shirts) and good food
  • Manage volunteers on site from early build-up to late tear-down
  • Schedule volunteer assignments according to priorities indicated by build-up, tear-down, and PL
  • Help teams structure their volunteer shifts
  • Keep a pool of volunteers available for unplanned ad-hoc tasks.